For questions about patients from abroad (European Health Insurance Card EHIC, travel Insurances, planned treatments, inquiries from abroad) please contact Mr. Kaiser and Ms. Adam from the International Office at GB EC.


Office hours:

Mr. Kaiser:
Monday to Thursday, 9:00 a.m. – 4:00 p.m.
Building Y, ground floor, room 108
Tel. +49 721/974-1360, Fax +49 721/974-921360

Ms. Adam:
Monday to Friday, 8:30 a.m. - 1:30 p.m.
Building Y, ground floor, room 102
Tel. +49 721/974-1385, Fax +49 721/974-921385

Please recognize our following general information for billing of our treatment costs:

Inpatient treatment:
If you are from an EU member state, we make copies of your identity card and your actual valid European Health Insurance Card (EHIC). Alternatively we accept a provisory certificate replacing the missing EHIC from your home insurance valid from the first day of our treatment period.

The billing will be done with help of a German Health Insurance. Therefore you must sign an additional European Patient Declaration, in which you confirm that your are an emergency case and that you have not entered Germany for a planned treatment. You will receive this from our admission offices on the day of admission. For each calendar day you have to pay a self contribution of 10 € per day by yourself for the helping German insurance.

Patients from Non-EU members and patients without any insurance are obliged to pay the treatment costs themselves. In the case of inpatient admission, we will raise a reasonable advance payment from you. If you have a travel insurance or an international insurance, we will try to contact your insuarnce by fax or email for a cost commitment. For this we need a copy of your policy and the contact details.

In order to be able to forward medical information to your insurance company to apply for the cost promise, we need a signed declaration of confidentiality and assignment, as well as data protection issues.

Outpatient treatment:
If you do not present a valid European Insurance Card (EHIC) or a provisional certificate, the treatment costs are due immediately. You can pay in Cash or by credit card (4% processing fee). There is no directsettlement with your travel insurance or international insurance.

In order to be able to make a statement about a treatment option, we need detailed medical information in advance by post, fax or as an email attachment (pdf) in German or English (not older than 3 months).

We will send your documents to our competent clinic. After a few days you will receive feedback on the possibility of treatment and our estimated preliminary calculation and an advance invoice. For appointments  and planing a treatment or additional medical questions the clinic will contact you directly.

To arrange a confirmed appointment with us please send either

  •  A certificate S2 for planned treatment from your EU home health insurance company, issued to Klinikum Karlsruhe and with a validity period suitable to our treatment period (only for EU member countries)
  • A cost commitment from an international insurance company for treatment at Klinikum Karlsruhe
  • An advance payment equal to the estimated treatment costs paid before the start of treatment.

You can choose by inpatient treatments between normal treatment (billing of our basic costs with diagnostic realted group system DRG and additional supplements as general patient).

Please note that it is not possible to start treatment without an advance payment or a cost commitment from your insurance company.

If you need a confirmation letter from the hospital for the German embassy to issue a medical visa, we need your passport details (last name, first name, date of birth, passport number), if necessary also for an accompanying person. In the confirmation letter we also have to confirm the receipt of the advance payment.

Please provide us with your exact home address and email address for our invoices.

In individual cases, planned inpatient treatments require an outpatient microbiological examination for the colonization of skin and mucous membranes that you have brought with you. For this period before the inpatient admission (approx. 3 days), accommodation in the clinic itself is not possible.

We would like to point out that we do not conclude cooperation agreements with patient mediation societies and pay no commission fees.

You can choose the additional optional services chief medical fees based on GOÄ and double or single bedroom (optional patient). Please note that the additional services are not always covered from your insurance.

We need about 4 - 8 weeks to collect your invoices according to the DRG/GOÄ- regulations and our invoice compilation. We send our invoices by post; only by email if the data protection declaration is appropriate. Our invoices are unfortunately only in German lanquage possible.

We will transfer any excess amounts to your international bank account. For this we need your international bank details (name and address of the bank, IBAN and Big Swift code). In the case of repayment to another person, we also require your patient's authorization. If  our final invoice is higher than your advance payment you are requested to pay the difference immediatley.

In order to be able to send medical documents and invoices to your insurance company or relatives / contact persons, we need your written consent in the form of a release from confidentiality. For direct billing with insurance companies, we also need your consent in the form of a declaration of assignment.

Sending your documents and invoices via E-Mail is associated with data protection risks. We generally send by post. Sending by fax or email is only possible with your signed permission. We also need your written permission to send our invoices to an interpreter you have activated.

For this mentioned data security details and for our backpaying process please send us back the attachment of our preliminary invoice filled and signed before the beginning of treatment!